Resigning from a job is never easy. Regardless of the circumstances, it can be difficult to say goodbye to something you’ve spent years building and someone you may have even come to call family in some way. This article covers how to resign gracefully by staying professional and following company protocol.
This article provides step-by-step instructions on how to write resign letter and what not to do once you hand in your two weeks notice.
Introduce the resignation to both the recipient and yourself. A good way of doing this is by explaining what you have gained from your time at the company or what you wish to gain in your future endeavors. This can be done whether quitting a job for personal reasons (such as moving) or if it is because you simply want to resign.
After writing an introduction, begin stating why you are leaving and when your final date will be to complete this task. It’s better to make it far enough away that allows sufficient time for others to find a suitable replacement but not too far out that people won’t be able to get accustomed to working under their new boss. If possible, offer to help train the replacement.
If you are not leaving immediately, there are a few ways you can make your resignation letter into an effective transition period:
- Ask for more work to keep yourself busy and encourage others to seek your opinion on important matters while you are still around.
- Include this request in the paragraph where you announce your departure date.
- Ensure that all of your files (physical or electronic) have been backed up by someone else, so they can easily be recovered once you’re gone if needed.
- Encourage other employees to ask questions about anything they need clarification on, as it may take time for them to learn how things were done under your management.
- If possible, include information such as “if I am not here then check with such-and-such for this kind of question” in the letter.
Suggest ways that your replacement can succeed, and use positive language to describe their skills and qualities. If applicable, explain the reasoning behind why they were promoted over other candidates or colleagues (if not obvious). It’s good to mention when there are things you wish could have been done differently while you were around (for example: “I feel I was unable to do X/Y due to Z”) so that way if they continue making these mistakes, there is a record available for reference on what would have been better alternatives.
Finally, either sign your resignation letter hand-written by yourself or digitally with secure electronic signature software.
Your resignation letter should be sincere, brief, and professional. A good way to get started is by thanking the person for their time working with you and mentioning one or two highlights of your work together before ending on a high note about what they can expect from you in the future. You may also want to include any information that will help them replace you quickly, such as where they can find a list of all your responsibilities and key contacts who know how to reach out when necessary.